Reports: how they work

Every report lives on one page. Open Reports and you get the full list, grouped, with a sentence under each saying what it answers. Every report runs over a period you choose, exports to CSV and prints.

The groups

• Business performance. Executive summary, Monthly summary, Future value, Client retention and Patient spend. See the article on the business performance reports.
• Financial. Sales, Service sales, Product sales, Takings by day, Refunds and corrections, Deposits, Invoices, Stored value and VAT split. See the article on the financial reports.
• Clinical. Record completeness and Complications. See the article on the clinical reports.
• Appointments. The day sheet and the same list cut six ways. See the article on the appointments report and the day sheet.
• Clients. Patient list and Duplicate patients. See the article on the client reports.
• Stock. Stock movement and Stock levels. See the article on the stock reports.
• Staff. Staff summary. See the article on the staff report.

The period

Most reports carry the same filter bar at the top. The Period picker offers Today, Yesterday, This week, Last week, This month, Last month, This quarter, Last quarter, This year, Last 12 months and Custom. Weeks start on Monday. Last 12 months means the twelve calendar months ending with this one, so it lines up with how a monthly summary is read.

Periods run from midnight to midnight in your clinic's own local time, not UTC. A payment taken at 23:30 on the last day of the month is in that month, and one taken at 00:30 on the 1st is in the new one. Every report and every export resolves the period through the same code, so a figure on screen and the same figure in the CSV can never disagree about where the month starts.

Choose Custom and use the From and To boxes to set your own range. The To date is the last day included. A range longer than 366 days is refused with a message rather than quietly returning part of the answer, so pick a shorter one and run it twice if you need a longer view.

Some reports have no period, because one would mean nothing. Future value is everything still to come from now. Client retention is a fixed twelve-month cohort window. Stock levels is a snapshot of today. Duplicate patients and the Patient list are about records rather than a stretch of time, and the Patient list brings its own filter panel instead.

Staff and location

Where a report offers them, the same bar carries a Staff picker and an Appointment location picker.

Location always means the appointment's location. Payments carry no location of their own, so anything reached through that filter is reached through the appointment behind it, and money with no appointment behind it, such as retail, account top-ups and gift vouchers, is shown on its own row rather than shared out.

Export CSV and Print

Export CSV gives you the report as a file, and it honours exactly what is on screen: the period, the staff and location pickers, the mode or tab you are on, and the filters you set. It can also carry more than the page shows. Several pages render only the first few hundred rows and say so in a notice at the top; the export covers the lot.

The period is in the address bar, so a report can be bookmarked, shared with your accountant or sent to a colleague and it opens on the same figures.

Print drops the app's navigation, the filter bar and the mode tabs, and adds a header carrying your clinic name, the report's title, the period and the time it was printed. A printed page of numbers with none of that is a page nobody can file.

Who can see what

Owners see everything. A team member's finance capability decides whether they can also open the money reports: it covers the Financial, Business performance and Staff groups. The Appointments, Clients, Stock and Clinical groups are open to any clinic member, because reception needs the day sheet at 08:00 and a nurse needs to see an adverse event.

A report somebody cannot open is not listed for them, and opening the link directly gives a short message rather than a blank page. Taking the finance capability away does not stop that person taking a card payment or reading a balance for the patient in front of them; it is the reports it closes, not the till.

The one rule behind every money figure

Money figures count money that actually moved: succeeded payments, with refunds as negatives. They are never the list price of what was booked. Appointments carry no price of their own and the menu price is read live, so pricing past visits from the menu would rewrite last year's takings every time you edit a price or merge two treatments. It also means a patient who is always discounted appears at what they really paid.

There are exactly two deliberate exceptions, and both are labelled where they appear:

• Future value values the appointments still to come at today's menu price. The visit has not happened, so there is no history to look up, and today's price is what you expect to charge.
• The value of missed and cancelled appointments is the list price of the treatments booked and not attended. It is revenue the diary lost rather than money a patient owes, which is why it sits apart from takings and is never netted against the fees you actually charged.